In Treasury → Transactions, we can view the money coming in and going out recorded in StarNapp, as well as pending collections and payments.
A transaction represents a financial operation. For example, collecting an invoice from a customer, paying a supplier, or a forecast payment.
We can specify the contact, amount, date, payment method, and bank account, and associate it with the relevant documents.
Go to:
TREASURY → TRANSACTIONS
The list displays information such as:
Date: when the transaction takes place or is scheduled.
Status: indicates whether it is pending, processing, confirmed, or canceled.
Contact: customer, supplier, or another related contact.
Amount: transaction amount.
Payment method: method used to collect or make a payment.
Associated document: documents with which it has been reconciled.
Click a transaction to open its details.
At the top, you can combine different filters:
Bank account: to view the transactions of a specific account.
Date: to narrow down the period.
Status: to separate pending, confirmed, in-progress, or canceled transactions.
Method: to find transactions by payment method.
Contact: to view a customer's or supplier's transactions.
Amount: to search within a range of amounts.
For example, we can select a supplier, a month, and the status Confirmed to review the payments made during that period.
If we can't find a transaction, we'll first check the active filters, especially the dates and status.
We can record a transaction directly from this section:
We will click the button + located in the top right.
We will fill in the transaction details.
We will click Create.
If applicable, we will then link it to its documents.
Before creating it, we will check that the transaction has not already been recorded to avoid duplicating it.
We will select the customer, supplier, or contact related to the transaction.
Selecting a contact lets you identify where the money came from or who it is intended for, but does not automatically reconcile the transaction with a specific invoice.
Lets you classify the transaction using the available categories.
The category is used to organize the transaction; it does not replace linking it to its document.
We will indicate whether the transaction has already been completed or is still pending. The available options depend on the status and origin of the transaction.
We will enter the transaction date. If we record a forecast, we will indicate the expected collection or payment date.
The sign indicates the direction of the money:
Positive: money coming in, such as a payment received from a customer.
Negative: money going out, such as a payment to a supplier.
For example, we will record €500 for money received and −€500 for a payment.
We will select how the transaction was or will be carried out, for example, by bank transfer or in cash, depending on the available options.
We will indicate the account associated with the transaction.
The accounts are configured in advance in the Treasury settings.
You can add a description to help identify the transaction.
For example: Payment of the supplier invoice for September spare parts.
The main statuses are:
Pending: the collection or payment is scheduled, but has not yet been confirmed.
Processing: the transaction is in progress and has not yet been completed.
Confirmed: the transaction is considered complete.
Canceled: the transaction has been canceled.
These statuses are specific to StarNapp.
Confirmed and reconciled are different concepts. A transaction can be confirmed because the money has already been received, but still not be associated with the corresponding invoice.
Reconciling means indicating which document is being charged or paid with that transaction.
For example, if we receive a €500 bank transfer from a customer, reconciliation lets us indicate which invoice it is paying.
To do this:
We will open the transaction.
We will check the contact and the amount.
In the Associate, we will locate the corresponding document.
We will specify the amount we want to assign to it, if necessary.
We will confirm the association using the reconciliation option.
We will check the amount that remains to be assigned.
StarNapp will take the associated confirmed payments into account to update the outstanding amount and the document’s payment status.
If we receive €500 and the outstanding invoice is for €500, we can assign the entire transaction to that invoice.
Once the confirmed payment has been reconciled, the invoice will be paid if there are no other discrepancies.
If the invoice is for €1,000 and the customer pays €400, we will assign those €400 to the invoice.
The invoice will be Partially paid, with €600 outstanding.
When the remaining amount arrives, we will record or locate the second transaction and reconcile it with the same invoice.
A customer can make a single transfer to pay several invoices.
For example, we receive €900 corresponding to:
An invoice for €500.
Another invoice for €400.
Asociaremos ambas al mismo movimiento, asignando el importe correspondiente a cada una.
No es necesario crear dos movimientos distintos si en realidad se ha recibido una única transferencia.
Durante la conciliación veremos la parte del movimiento que todavía no se ha relacionado con documentos.
Por ejemplo, si recibimos 1.000 € y solo asignamos 700 € a una factura, quedarán 300 € pendientes de asignar.
Ese importe pendiente no significa que falte cobrarlo: el dinero puede estar recibido y confirmado. Significa que todavía debemos identificar a qué corresponde dentro de StarNapp.
Los movimientos también pueden representar operaciones previstas.
Por ejemplo, podemos registrar un pago de −300 €, con fecha del mes siguiente y estado Pendiente.
También pueden aparecer previsiones generadas desde documentos cuando se utiliza la opción de crear una previsión en su fecha de vencimiento.
Cuando la operación se realice, revisaremos su registro y conciliación para evitar mantener una previsión y un movimiento real duplicados.
A pending forecast does not prove that the money has been collected or paid.
For certain positive receipts, the transaction menu offers the option Create advance invoice.
This can be used when a customer pays money in advance and we need to prepare the corresponding document.
The option depends on the existing associations for the transaction and the user's permissions. It is not available as a general action for all payments and receipts.
We will open the transaction.
We will review the editable fields.
We will modify the necessary details.
We will click Edit.
The available fields may depend on the transaction's origin and our permissions.
If we change the amount of a transaction that already has associated documents, we will also review its reconciliation to check that the amounts are still correct.
When the option is available:
We will open the transaction.
We will open its options menu.
We will click Delete.
StarNapp may restrict deletion based on the transaction's source or its relationships. For example, transactions identified as originating from an external system cannot be deleted using this manual option.
Deleting a record in StarNapp does not return money or cancel an actual bank transaction.
We will find the export option in the top-right corner.
We will apply the necessary filters.
We will open the export menu.
We will select the available download option.
We can use it to retrieve transactions for a specific account, contact, or period.
Transactions: allows you to view and record individual collection and payment transactions.
Remittances: allows you to manage groups of transactions using its specific functionality.
Access to Remittances depends on whether it is enabled for the company. We can use Transactions even if that section is not available.
A customer has an outstanding invoice for €1,200 and makes a bank transfer of €500:
We go to Treasury → Transactions.
We check whether the payment has already been recorded.
If it doesn't exist, we create a transaction for €500 with the corresponding customer, date, method, and account.
We mark it as confirmed once we have verified that the payment has been made.
We open Associate and select the invoice.
We reconcile the €500 against it.
The transaction is linked to the invoice, which still has €700 outstanding.
We will check that the transaction does not already exist before recording it manually.
We will use positive amounts for inflows and negative amounts for outflows.
We will distinguish between a pending transaction and a confirmed one.
Selecting a contact does not replace reconciling the transaction with the document.
One transaction can pay for several documents, and one document can receive several payments.
We will review the amounts pending assignment.
Manually marking an invoice as paid is not the same as recording and reconciling the actual transaction.
The availability of actions depends on permissions and the source of the transaction.
